Sample RACI Matrix Worksheet

This Information Management document defines clear roles and responsibilities for governing enterprise content. It outlines who owns content integrity, security, access, and availability; who manages asset management procedures; and who leads the organization in capturing, classifying, validating, publishing, and archiving knowledge. It also assigns ownership for taxonomy design, style guidelines, category schemas, keywording, audience and security classification, expiration reviews, disaster planning, storage budgeting, and vendor relationships. Technical duties span system health monitoring, upgrades, hot fixes, patching, capacity planning, code deployments, performance tuning, migration, and documentation of the content management system.

The content manager, content authors, content specialists, IT architects, and administrators each have defined project roles across project phases and tasks. Decision-making and decision rights are supported by a responsibility assignment matrix. Teams can translate this into an RACI chart to assign responsible, accountable, consulted, and informed RACI roles to project tasks and deliverables, keeping project stakeholders and project sponsors aligned.

The same mapping works in Microsoft Excel or Google Sheets RACI using an Excel worksheet or Google Sheets template: list project phases and tasks in column A, put team members or roles across row 1, assign RACI values via a drop-down list with data validation, and use conditional formatting to avoid confusion and increase efficiency. This roles grid doubles as a matrix chart for agile teams, scrum ceremonies, milestones, and approval process checkpoints. Variants such as rasci, daci, rapid, rasic, drasci, cars model, and cairo model can fit specific workflows and communications needs.

Practical applications include: standing up an IT service management knowledge base for incident management and change management with a change-advisory board, where a technical representative is responsible and an executive sponsor is accountable while subject matter expert contributors are consulted and others are kept informed; migrating legacy content to a new platform with defined project tasks and phases, automated workflows, and a gantt chart in Smartsheet or TeamGantt; and building an HR training library with data loss prevention topics, where assignments and task ownership are tracked to keep teams in sync.

Proposal Kit can help teams document these role definitions and the responsibility matrix, assemble a complete project plan with project deliverables and project phases columns, and produce related documents. Its document assembly, automated line-item quoting, AI Writer for supporting content, and extensive template library streamline creating consistent, easy-to-use materials for stakeholders.

Building on the document, organizations can align Information Management with ITIL practices by using a RACI model to clarify roles across incident, change, and knowledge processes. When you define roles and project roles and responsibilities up front, you create clarity of roles that accelerates decision-making and improves team collaboration. The project team can assign roles, assign accountable owners for project deliverables, and specify who must be consulted and who to keep informed, ensuring project stakeholders remain engaged without bottlenecks.

A practical way to operationalize this is a responsibility assignment matrix maintained as an Excel template. Start with a clear project title, then add a project phases column and a project deliverable column to structure project tasks by lifecycle stage. Provide a matrix example with example data in a pre-filled template, so teams can quickly assign responsibility using a drop-down box for R, A, C, and I values. This approach helps define roles, assign accountable leads, and keep informed stakeholders aligned as work progresses, while offering an auditable map of decision rights and dependencies.

Use cases include IT knowledge-base rollouts under ITIL, HR and AIHR-style training libraries, and cross-functional content migrations where the project team must coordinate taxonomy, security, and publishing schedules. Each scenario benefits from the RACI model's ability to clarify roles and streamline approvals tied to project deliverables.

Proposal Kit supports this work by helping teams document project roles and responsibilities, assemble proposals and plans that mirror the matrix example structure, and produce companion materials. Its document assembly, automated line-item quoting, AI Writer for supporting documents, and extensive template library make it easier to communicate assignments, schedule phases, and keep stakeholders aligned.

Expanding on the Information Management framework, organizations can translate the document's duties into a structured responsibility assignment matrix to tighten governance and speed decision-making. Under an ITIL lens, change management, incident management, and knowledge management benefit when project sponsors, executive sponsors, technical representatives, and each subject matter expert have unambiguous task ownership. Use the RACI model to assign roles across project phases and project deliverables: make one person accountable, identify who is responsible for the work, specify who is consulted for expertise, and list who must be kept informed. This clarity of roles reduces handoffs, prevents rework, and aligns project stakeholders and team members.

Operationalize the model in an Excel worksheet or Google Sheets using a simple roles grid. Put the project title at the top. In column A, list project tasks by lifecycle, with a project phases column and a project deliverable column.

Across row 1, list team members or roles. Use a drop-down list or drop-down box with data validation to assign responsibility (R, A, C, I). Add conditional formatting to ensure exactly one A per task and to highlight missing assignments. Provide a matrix example with example data in a pre-filled template so new teams can define roles fast, assign accountable owners, and keep informed stakeholders visible. This same approach scales to variants such as RASCI or DACI when decision rights require more nuance.

Tie the matrix to your project plan and schedule. In Smartsheet, TeamGantt, or Google Sheets, link RACI to a Gantt chart, milestones, approval process gates, and automated workflows. As work proceeds, the responsibility matrix anchors communications, supports audits, and keeps teams in sync. HR and AIHR-style training initiatives, content migrations, and service desk knowledge-base rollouts are common use cases where defined project roles and responsibilities and clear assignments reduce risk and speed delivery.

Proposal Kit helps teams document role definitions, assemble plans, and produce companion materials aligned to the matrix example. Its document assembly, automated line-item quoting, AI Writer for supporting documents, and extensive template library make it easier to create consistent responsibility matrices, project plans, and stakeholder communications with minimal effort.

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